Dependents

The Dependents tab on a member's profile shows all children linked to that member as a responsible (guardian). This feature is designed for martial arts clubs where parents enroll their children and manage their accounts.

Understanding dependents

In Omoplata, a "dependent" is a member who requires a responsible adult to manage their account and pay their fees. This is typically a child enrolled in kids' or teens' classes. The system determines whether a member is a dependent in two ways:

1. Date of birth -- If the member has a date of birth on file, the system checks whether they are under the minimum age for the relevant user demographic.
2. Linked responsible -- If no date of birth is set, the system checks whether a responsible adult is linked to the member.

Viewing dependents

The Dependents tab lists each child linked to the member. Each entry shows:

• The child's full name
• Their member number
• A link to view the child's full profile

Clicking View takes you to the child's own member profile, where you can manage their membership, attendance, and other details.

Primary and secondary guardians

Each dependent can have multiple adults linked to them. The distinction matters for billing and portal access.

Primary responsible

The primary responsible is the main contact and billing payer for the dependent. Key behaviors:

• All membership charges are billed to the primary responsible.
• Payment methods are stored under the primary responsible's account.

Secondary responsible

Secondary responsibles are additional adults who can access and manage the child through the portal. Common scenarios include:

• Both parents needing portal access
• Divorced parents sharing custody
• Grandparents or nannies who bring the child to class

Secondary responsibles can:

• View the child's profile, classes, and attendance in the portal
• Confirm or decline upcoming class attendance for the child
• Access the child's documents and schedule

Secondary responsibles cannot manage billing. All payment responsibilities stay with the primary responsible.

Adding a secondary responsible

From the child's Profile tab, click the Add secondary responsible button. You can either create a new user or link an existing member. The new responsible automatically gets portal access to manage the child.

How billing works for dependents

Billing for dependents is always handled through the primary responsible:

1. Charges -- When a membership charge is generated for a child, it is assigned to the primary responsible's account.
2. Payment methods -- The payment method used to collect charges belongs to the primary responsible, not the child. On the child's Payment Methods tab, you see the responsible's payment methods with a note indicating this.
3. Invoices -- Invoices for a child's membership are issued to the primary responsible. If the responsible has multiple children, each child's charges appear under the same payer.

Changing the primary responsible

When you promote a secondary responsible to primary:

1. Payment methods are transferred from the old primary to the new primary.
2. The child's memberships are updated so billing goes to the new primary.
3. All future charges are directed to the new primary responsible.

Removing a responsible

Removing a secondary responsible

Secondary responsibles can be removed at any time without affecting billing. The relationship is simply detached, and the removed person loses portal access to the child.

Removing the primary responsible

The primary responsible can only be removed if the member is 18 or older (no longer a minor). When removed:

• Payment methods are transferred from the responsible back to the member.
• Future charges are billed to the member directly.

If other secondary responsibles exist when the primary is removed, the first secondary is automatically promoted to primary.

Portal access for responsibles

Responsible users who log into the portal see a dashboard focused on their children:

• A list of their children with each child's active membership
• Class attendance and upcoming schedules for each child
• The ability to confirm or decline upcoming class attendance (the next three sessions per child)
• Access to the billing page, which always shows the responsible's own payment methods

If the responsible is also a member themselves, the portal shows both their own member dashboard and the children overview. If they are only a guardian (not a member), the portal shows only children-related information.